Sandford-On-Thames
Village Hall Committee
AGM 19[th] October 2023
Chair report for year 2022-3
The last year has seen some resignations and new members being appointed. Catherine Wilde has left the village. We would thank her for the secretarial support she has provided for many years. Liz Shatford has agreed to return to VHC and take the minutes in place of Catherine. Peter Addyman has also indicated he would like to resign due to PC demands. It is hoped he will change his mind, but we would thank him for his long service and expertise.
Etain O Carrol has joined the VHC and will provide expertise in changing the website and promoting for community activity.
Alan Hill has also agreed to join the VHC. He has experience as chairman of the Golf Club and has agreed to improve our booking system.
Following 2 break ins at TS last year security has improved. TS has installed CCTV and have ensured that the gate to recreation ground is locked when they leave. Similarly the gate to the car park is locked when TS closes, especially at weekends. There is sometimes a conflict of interest for private parties as some would like access to the recreation ground. Hirers will be told that access will not be automatically given. There has been a problem with the locks and twice in the last year they have been replaced.
There have been at least 2 occasions in the last year when the hall has been double booked. This has not only caused disruption but also the reputation of the VH. At present we do not know the reason, but when the booking system is changed it is hoped the problem will resolve.
The permanent hot water system has not worked efficiently, and the tank would need replacing. An audit of its use suggested that the hot water urn and kettles would be just as cost effective. Thus it has not been replaced.
We have given TS 3 dedicated parking spaces for customers, and this has been a success. The actual notices have, unfortunately, ben damaged on occasions. Thus, new notices which are placed further back from the parked cars is being organised.
The Treasurer report on the finances show we are making a small profit despite the difficult financial issues such as electricity.
Michael Whitlock
Sandford on Thames Village Hall
Profit and Loss Comparison
April 2022 - March 2023
| TOTAL | |||
|---|---|---|---|
| APR 2022 - MAR 2023 | APR 2021 - MAR 2022 (PY) | ||
| Income | |||
| Beverage Sales | 546.00 | 0.00 | |
| Fees for Electricity & Water from TS | 2,640.00 | 0.00 | |
| Hire Fees | 0.00 | 0.00 | |
| Audio Visual Hire | 30.00 | 260.00 | |
| Commercial Hire Fees | 28,355.56 | 18,790.50 | |
| Discretionary Discount | -65.00 | -167.60 | |
| Kitchen Hire | 30.00 | 434.00 | |
| Private Hire Fees | 3,925.00 | 3,981.50 | |
| Regular Hire Fees | 10,697.00 | 10,100.00 | |
| Residents Discount | 0.00 | -823.00 | |
| Total Hire Fees | 42,972.56 | 32,575.40 | |
| Sales of Product Income | 25.00 | 0.00 | |
| Services | 1,152.00 | 1,026.05 | |
| Uncategorised Income | 20.00 | 0.00 | |
| Total Income | £47,355.56 | £33,601.45 | |
| Cost of Sales | |||
| Purchases - Food and Beverage | 0.00 | -489.35 | |
| Total Cost of Sales | £0.00 | £ -489.35 | |
| GROSS PROFIT | £47,355.56 | £34,090.80 | |
| Expenses | |||
| Bad debts | 1,309.50 | 0.00 | |
| Bank Charges | 68.58 | 16.60 | |
| Cleaning | -759.50 | -836.11 | |
| Cleaning Materials | 350.75 | 177.15 | |
| Dues and Subscriptions | 85.00 | 85.00 | |
| Equipment Rental | 0.00 | 30.00 | |
| Garden & Grounds Equipment & Supplies | 317.98 | 789.72 | |
| Hall Equipment | 2,351.00 | 3,225.03 | |
| Hall Manager | 17,541.75 | 14,269.61 | |
| Hall Manager Expenses | 892.66 | 204.77 | |
| Total Hall Manager | 18,434.41 | 14,474.38 | |
| Insurance Expense | 1,300.89 | 1,352.70 | |
| Repair and maintenance - TS | 3,992.16 | 0.00 | |
| Repairs and Maintenance - VH | 2,313.96 | 4,364.14 | |
| Pest Control | 0.00 | 45.00 | |
| Total Repairs and Maintenance - VH | 2,313.96 | 4,409.14 | |
| Utilities | 60.00 | 5.00 | |
| Combined Energy Supply | 12,393.25 | 3,892.24 | |
| Computer and Internet Expenses | 1,010.61 | 1,343.74 | |
| Mobile Telephone | 30.00 | 136.17 | |
| Water & Sewerage | 0.00 | -220.00 | |
| Total Utilities | 13,493.86 | 5,157.15 |
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Accrual Basis Friday, 27 October 2023 12:25 pm GMT+01:00
Sandford on Thames Village Hall
Profit and Loss Comparison
April 2022 - March 2023
| TOTAL | |||
|---|---|---|---|
| APR 2022 - MAR 2023 | APR 2021 - MAR 2022 (PY) | ||
| Waste Disposal | 1,863.33 | 2,083.77 | |
| Total Expenses | £45,121.92 | £30,964.53 | |
| NET OPERATING INCOME | £2,233.64 | £3,126.27 | |
| Other Income | |||
| Grant Income | 1,800.00 | 2,000.00 | |
| Interest Income | 92.52 | 2.54 | |
| Total Other Income | £1,892.52 | £2,002.54 | |
| NET OTHER INCOME | £1,892.52 | £2,002.54 | |
| NET INCOME | £4,126.16 | £5,128.81 |
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Accrual Basis Friday, 27 October 2023 12:25 pm GMT+01:00
Indepffldent examlnerfs report to the tmstees of S3ndfordwon-Thames Vlllage Hall, tharlty numlRr 1027510 I'report to the trustees on my examination of the accounts of Sandford-on-Thames Willage Hall for the year ended 31 March 2023 Responslbllltles and ba5 of report As the ¢harity trustees of the Trust. you are responsible for the preparation of the accounts in accordance with the requirements of the Charities Act 2011 ('the AcY}. I report in respert of my examination of the Trusvs accounts carrled out under section 145 of the 2011 Act and in carrying out my examination I have followed all the appllcable Directions glven by the Charity Commission under Section 1451511bl of the Act. Independent examlnerfs ststement I have cornpleted my examinatlon. I confirm that no materl?I matters have come to my attention in connection with the examination giving me ¢au5e to believe that in any material respect: l. accounting records were not kept in respect of theTrust os required by section 130 of the Act; or 2. the accounts do not accord with those record5. I have no concerns and have come across no other matters In tonnection wlth the examination to which attention should be drawn in this report in order to enable a proper understsnding of the accounts to be reached. John Dennis Independent Examiner 2 Heyford Hlll lane, Littlemore, Oxford, OX4 4YG Date 26 October 2023 7a z/,/4